UpFit Type 6 Brush Truck_QASP_87 CES.pdf

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QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

FOR

UPFIT TYPE 6 WILDLAND FIREFIGHTING VEHICLE SERVICES

CONTRACT NUMBER:

CONTRACTOR’S NAME:

Joint Base McGuire-Dix-Lakehurst Version 1.0

19 Aug 2025

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1. Vision:

This QASP details how the Type 6 Wildland Brush Truck Upfit Services will be managed upon award, throughout its life cycle. This QASP will provide the Contracting Officer’s Representatives (CORs) with an effective tool for assessing the contractor’s performance and provide CORs the information in which he/she can identify acceptable and potential reasons for any non-conforming performance. The complexity of this plan should match the characteristics of the services. For every performance objective listed in the Services Summary (SS) of the PWS, a performance threshold and method of surveillance must be determined and identified in this document. This QASP is a planned process for surveying those requirements. This QASP is a living document and shall be revised or modified by members of the acquisition team as circumstances warrant throughout the life of the contract, to ensure adequate oversight of contractor performance is maintained.

2. Mission:

The Type 6 Wildland Brush Truck Upfit Program is responsible for construction project specifications, monitoring, and analyses of execution activities to ensure proper integration of design/installation. The contractor will support the mission of the Type 6 Wildland Brush Truck Upfit by providing updates and access to the project during upfitting phase through project completion.

3. Purpose:

AFI 63-138 Acquisition of Services (revision dated 30 September 2019) states that the purpose of a QASP is to provide a documented process for surveilling the contractor's actual performance and comparing that to the technical requirements of the contract. The AFI further states in paragraph 6.2.2 that while the SS is releasable to the contractor, the QASP is an internal Government document.

The QASP is based on the premise that the Contractor, NOT the Government, is responsible for management and quality control actions to successfully meet the terms of the contract.

The QASP establishes procedures on how this assessment/inspection process will be conducted.

It provides the detailed process for a continuous oversight process:

• What will be monitored

• How monitoring will take place

• Who will be conducting the monitoring

• How monitoring efforts and results will be captured/documented

The contractor is responsible for implementing and delivering performance that meets contract standards using their existing quality control systems, or, if required by the PWS, their submitted contractor Quality Control Plan (QCP). The QASP provides the structure for the government’s surveillance of the contractor’s performance to assure that it meets contract

*3 standards. It is the government’s responsibility to be objective, fair and consistent in evaluating contractor performance.

2. Authority:

Authority for issuance of this QASP is provided under Federal Acquisition Regulation (FAR) Part 12, Acquisition of Commercial clause, which provide[s] for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the Contracting Officer or a duly authorized representative, such as a Contracting Officer’s Representative (COR).

3. Roles and Responsibilities:

The following personnel shall oversee and coordinate surveillance activities.

Government Personnel

Contracting Officer (CO):

The contracting officer is the only person with the authority to obligate the government and direct a contractor’s performance. The contracting officer carries out their duties IAW the Federal Acquisition Regulation (FAR) and its supplements. Broadly, the contracting officer plans for, awards, administers, modifies, interprets, takes corrective action, and terminates a contract on behalf of the government as specified on the contracting officer’s warrant. In accordance with DoDI 5000.72, DoD Standard for Contracting Officer’s (COR) Certification, Enclosure 3, para 1(c), when applicable, the contracting officer designates a properly trained COR in writing before award of all service contracts. Contracting officers shall designate a COR for all service contracts, unless certain conditions are met, IAW DFARS Procedures, Guidance and Information (PGI) 201.602(d)(v)(A).

Assigned CO: Melody Ciulo, 87th Contracting Squadron Email: melody.ciulo@us.af.mil

Contracting Officer’s Representative (COR):

A contracting officer’s representative (COR) executes the duties and responsibilities detailed in FAR 1.604, DFARS PGI 201.602, AFFARS MP 5301.602-2(d), and DoDI 5000.72. Specific duties may also be outlined in the COR appointment letter. The COR is responsible for providing continuous technical oversight of the contractor’s performance IAW with the PWS and the

QASP.

Primary COR: MSgt Robert Gerry, 87th Civil Engineering Squadron Email: robert.gerry@us.af.mil

Contractor Representatives:

The contractor representative is primarily responsible for complying fully with the terms and conditions of the contract:

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• Participate as a member of the MFT in the technical post-award management phase

• Ensure that non-conforming contract services are identified, and corrected

• Tenders to the Government for acceptance, only those services that conform to contract requirements

4. Performance Requirements and Method of Surveillance

4.1 Contract Surveillance:

This section identifies the process that measures success towards achieving defined performance objectives or goals defined within the performance thresholds in the Services Summary (SS) items or the process of assessing progress towards achieving the objectives/goals developed in this QASP. Procedures for observing contractor performance are developed, documented and agreed upon in the QASP. For each SS item, the QASP lists the inspection procedures that have been determined appropriate and must be followed

4.2 Surveillance Methods:

4.2.1 One-Hundred Percent (100%) Inspection. This surveillance type is preferred for those tasks that occur infrequently. It is also used frequently for those tasks having very stringent performance requirements. When this type of surveillance is used, the COR must inspect and evaluate the contractor’s performance each time the task is performed.

4.2.2 Periodic Inspections. This surveillance type is based upon selecting samples for evaluation on other than 100% inspection or on a statistically random basis. Selecting this tool to determine a contractor’s compliance to contract requirements can be quite effective and allows CORs to establish confidence or lack of confidence in the contractor while not consuming a significant amount of time. The results of the periodic surveillance inspections may used as the basis for action (other than payment deduction) against the contractor. In such cases, the Inspection of Services (as incorporated) clause becomes the basis for the contracting officer’s actions.

4.2.3 Customer Complaints. This surveillance type can be a way to validate information obtained through other sources. This surveillance type is useful in those areas that do not lend themselves to other types of surveillance. CORs should furnish written instructions and customer training to each organization receiving the contractor’s service. Instructions and training should cover the action that may be expected from the Government, as a result of the complaints, and the limitations on the customers dealing with Contractor personnel. Instructions should also clearly explain what service/level of service the customers should expect from the Contractor, based on what is on the contract.

4.3 Contractor Quality Control Program:

Quality control is the responsibility of the contractor, not the Government. The Contractor shall develop and/or maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires. The contractor shall utilize its

*5 own internal quality control processes in the performance of this contract. In order to supplement the contractor’s quality control program, government personnel will verify contractor compliance with performance requirements

4.4 Performance Feedback and Rating Definitions:

Documentation is required to record, evaluate, and report contractor’s performance. On a monthly basis, utilizing the Online File as required, the COR will complete a narrative summary that includes the following assessment elements of contractor performance and forward it to the CO. The COR will also keep the FC informed of all performance assessments.

• Quality

• Schedule

• Cost Control

• Management

• Utilization of Small Business

• Compliance

Performance Rating Criteria

Excellent / Outstanding

Performance meets contractual requirements and exceeds many to the government’s benefits. The contractual performance of the element or sub-element being assessed was accomplished with no problems and contractor actions were highly effective.

Very Good

Performance meets contractual requirements and exceeds some to the government benefits. The contractual performance was accomplished with few minor problems for which corrective actions taken by the contractor were effective.

Good Performance meets contractual requirements. The contractual performance contains some minor problems for which corrective actions taken by the contractor were satisfactory.

Marginal

Performance does not meet some contractual requirements. The contractual performance reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear marginally effective or were not fully implemented.

Unsatisfactory

Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance contains serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

5. Unacceptable Performance:

When the contractor’s performance is deemed unacceptable, the COR will determine the cause of the unacceptable performance

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5.1 Government-Caused:

If any Government action, or lack of action, caused or contributed to the unacceptable performance, the unacceptable performance will not be counted against the contractor. The COR will take action to ensure future Government action, or lack of action, does not interfere with the contractor’s performance in the future. The COR will completely document the circumstances.

5.2 Contractor-Caused:

When the unacceptable performance is not the result of Government action, or lack of action, the COR shall promptly notify the contractor and issue a Performance Assessment Review (PAR) to assure corrective action is taken. By initialing and dating the PAR, the contractor is only acknowledging that he/she has been informed of the unacceptable performance, and is not agreeing or disagreeing with the performance assessment. The COR shall direct the contractor to re-perform the service, if possible, without additional cost to the Government. If the contractor challenges the validity of the COR’s unacceptable assessment finding, and the COR and contractor cannot come to an agreement, the matter shall be referred to the Contracting Officer for resolution. Unacceptable performance that is re-performed satisfactorily by the Contractor shall still count as unacceptable performance.

5.3 Repeated Issues/Concerns:

A Corrective Action Report (CAR) will be issued to the contractor for repeated issues/concerns. Issuance of the CAR is a formal request requiring the Contractor provide written corrective action. The contractor shall be required to respond and return all completed CARs to the COR no later than the suspense date indicated on the CAR. The COR is responsible for ensuring the corrective action taken by the contractor is effective. The COR will enter a close date on the CAR form after a determination is made that the contractor’s response is acceptable. The COR will then forward the closed CAR to the contractor and report accordingly. This routing remains the same if the contractor’s response is unacceptable and the CAR remains open until an acceptable response is received, except that the Contracting Officer (CO) forwards the open CAR back to the contractor for additional information.

5.4 CAR Log:

The COR shall maintain a log of all CARs issued to the Contractor (a locally devised form may be used). The CAR log shall contain the CAR number, date issued, contractor, description of unacceptable performance, suspense date, and closeout date. All CARs and CAR logs shall be maintained by the COR for the life of the contract. All CARs will be tracked with a Control Number. The Functional Commander/Director (FC/D) is the Issuing Authority for his/her Contracting Officer’s Representatives (CORs) generating CARs. By providing the control number to the COR originating the CAR, the Issuing Authority demonstrates concurrence with the finding.

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6. Remedies For Unacceptable Performance:

In accordance with FAR 52.212-4(a), Contract Terms and Conditions, Commercial Items, if any of the services do not conform to contract requirements, the Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the government may:

• Seek an equitable price reduction or;

• Seek adequate consideration for acceptance of nonconforming supplies or services.

• The Government must exercise its post-acceptance rights:

o Within a reasonable time after the defect was discovered or should have been discovered; and o Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

IAW FAR 52.212-4(m), the Government may terminate the contract for cause if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance.

If performance observed is determined to be unacceptable, the documentation flow chart in attachment #1 will be followed.

7. Contracting Officer Notification

7.1 Major Finding:

If at any time, the COR identifies a condition as having a significant adverse effect on the quality of the activity repeatedly, such as those stated below, the COR shall document their findings and notify the Contracting Officer immediately in writing. E-mail is acceptable.

a. Contractor failure to meet a Performance Threshold.

b. Failure to provide adequate corrective action to preclude reoccurrence of Government identified findings.

c. Failure to provide corrective action to deficiencies identified by the COR within a prescribed suspense period.

d. Any failure to adhere to security regulations that results in a security incident.

7.2 Minor Finding:

If at any time, the COR identifies a departure from established standards having little bearing on the service provided, the COR shall document the findings, but is not required to notify the Contracting Officer. However, if the same minor finding is identified three months in a row, it may be an indication that a major finding is occurring or has occurred because the Contractor has not taken proper steps to prevent recurrence. In this case, the COR shall notify the Contracting Officer in writing and it shall be included within the quarterly review meetings.

8. Certification/Acceptance of Services:

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As required, the COR will certify receipt of acceptable contractor services at intervals determined by the contract. The COR will certify that acceptable services were received, in accordance with the terms and conditions of the contract. The COR will certify receipt of contractor services via invoice submitted to the COR three days prior to invoice input to Wide Area Workflow (WAWF). The COR must sign off on services rendered prior to contractor invoice submission. Certification of services shall be accomplished on the first workday following the completion of the contract payment period, to avoid payment of interest penalties.

COR are responsible for obtaining, scheduling, and completing WAWF training from the base Accounting and Finance Office

9. Combating Trafficking in Persons:

(IAW DFARS PGI 222.1703) The COR will monitor contractor’s performance regarding trafficking in persons such that non-compliance with FAR 52.222-50, Combating Trafficking in Persons (CTIP), is brought to the immediate attention of the Contracting Officer. All DoD military and civilians must receive CTIP awareness training; it is highly recommended that DoD contractors receive CTIP awareness training. The military has zero tolerance for human trafficking. CORs are to report all violations to their Contracting Officers immediately, and keep a log for annual review of all concerns

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Attachment #1 Surveillance Matrix (Service Summary)

SS No. PERFORMANCE

OBJECTIVE

PWS

REFERENCE

PERFORMANCE THRESHOLD

Method of Surveillance

SS-1 Pump & Tank Install 4.c.i 100% Inspection

SS-2 Electrical Install 4.c.ii Electric Wiring, Connections Periodic Inspections

SS-3 Body Section 4.c.iii Pre-Paint 100% Inspection

SS-4

Bar Package/Brush

Protection/Fabrication 4.c.iv

Fabrication Completion prior to mounting on vehicle/ Checking welds/ Winch Mounting

100% Inspection

SS-5 Mechanical Install 4.c.v Periodic Inspections

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Attachment #2

Unacceptable Performance Documentation Flow Chart

COR

Validates complaint w/ C ontractor

Caused by Government action/lack of action

Forward written notification CAR) ( to C ontractor

COR documents Government plan to avoid recurrence

Contractor successfully addresses complaint

COR or CO forwards CAR to Contractor

Contractor responds to the CAR

COR forwards to the CO for necessary action

COR files the documentation

No

Yes

Yes

No

COR accepts the contractor’s response

No

Yes COR forwards to the CO and files a copy in the assessment files

Mission Impact

No

Yes

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Attachment #3

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Corrective Action Report (CAR) Instructions

Block 1. Enter Contractor Name.

Block 2. Enter Contract Number.

Block 3. Enter Contract Name or Type of Services.

Block 4. Enter Functional Area of the Contract.

Block 5. Enter the assigned suspense date given the contractor to provide a response to the CAR. A date must be entered for a Major CAR. A date is optional at the discretion of the Contracting Officer’s Representative (COR) initiating the CAR if the finding is Minor.

Block 6. All CARs will be tracked with a Control Number. The functional commander/functional director is the Issuing Authority for his/her Contracting Officer’s Representatives (COR generating CARs. By providing the control number to the COR originating the CAR, the Issuing Authority demonstrates concurrence with the finding. The control number will be made up of the first two letters of the name of the site or contract, the last two digits of the calendar year, and a three digit number starting with 001 and progressing upward throughout the calendar year (e.g., WP04-001).

Block 7.

1. Check the block that indicates whether the identified deficiency is assigned as a Major or Minor finding.

See the Quality Assurance Surveillance Plan (QASP) for the definitions of Major and Minor findings and associated explanations.

2. Finding: Clearly state the details of the finding followed by a reference to the stated contractual requirement. The reference must state the portion of the contract, part, section, paragraph and subparagraph and must make a complete brief quotation of the contract reference.

3. State the impact that the finding has or could have on the accomplishment of the mission that the contract provides.

4. When determining how long to give the contractor to respond to the identified finding, the normal is 10 working days. The suspense date should reflect this unless the finding requires a greater amount of time to come to solution. Major findings require a contractor response. Minor findings may require a contractor response at the discretion of the COR initiating the CAR and/or the Issuing Authority.

Blocks 8 and 9. Contract CORs initiating a CAR must sign in Block 8 and the Issuing Authority signs in Block

9. Each annotates the date at the time of signature.

Block 10. Upon review of the contractor’s reply, the originator of the CAR will enter comments regarding acceptance or rejection of the contractor’s response. This block may also contain any comments regarding follow-on inspections conducted or needed at a later date to validate that the finding has not reoccurred.

Block 11. The COR selects Accept or Reject after reviewing the contractor’s response.

Block 12. The COR enters a close date after advising the Issuing Authority that the contractor’s response is acceptable and the Issuing Authority concurs. The COR will then forward the closed CAR to the contractor and

*13 report accordingly. This routing remains the same if the contractor’s response is unacceptable and the CAR remains open until an acceptable response is received except that the Contracting Officer (CO) forwards the open CAR back to the contractor for additional information.

Continuation Sheet. The Continuation Sheet is to be used to expand on any information that will not fit in the applicable numbered block.